COMMENT DUE DATE:
June 19, 2012
DATE:
June 5, 2012
Caprice Tyner (918) 581-2278 Dena Thayer, OIRP Programs Administrator (405) 521-4326 Nancy Kelly, Policy (405) 522-6703
RE:
Non-APA WF 12-H
The proposed policy is Non-APA . This proposal is not subject to the Administrative Procedures Act
The proposed effective date is June 25, 2012.
CHAPTER 75. CHILD WELFARE
Subchapter 4. Family-Centered and Community Services
Part 1. Family-Centered Services
OAC 340:75-4-12.1 Instructions to Staff (ITS) only [AMENDED]
SUMMARY:
OAC 340:75-4-12.1 ITS are amended todelete:(1)incorrectpolicycites;and(2)the agerangeforreportingunexplainedor implausibleinjurytoachildwhoisa participantinanactivefamily-centeredservicescase.
SUBCHAPTER 4. FAMILY-CENTERED AND COMMUNITY SERVICES
PART 1. FAMILY-CENTERED SERVICES
340:75-4-12.1. Family-centered and community-based services¢ 1 through 30
Revised 6-1-12
(a) Safety planning.When a child abuse or neglect investigation is completed, the Child Welfare (CW) specialist makes determinations that include the:
(1) investigative finding;
(2) whether the child is safe or unsafe;
(3) protective capacities of the person responsible for the child (PRFC); and
(4) appropriate ongoing service needs for the family, if any.Ongoing service options include:
(A) a determination that no services are needed;
(B) referral for community-based services including Oklahoma Children's Services; and
(C) opening an Oklahoma Department of Human Services (OKDHS) family-centered services case.
(b) Safety plan.The safety plan and service planning include the involvement and input of the family.The risk of future maltreatment to the child, safety threats, protective capacities of the family, and the level of need within the family determine the intensity of services required to address concerns within the family.
(c) Family Service Agreement.The Family Service Agreement documents the parent or legal guardian's acceptance of CW services and intervention to assist the family to safely care for the child.
(d) Informal supports to the family service agreement.With the family's permission, supportive persons, such as neighbors, friends, volunteers, extended family members, tribal representatives, and other culturally relevant supports may be involved in safety plans and service agreements.Supportive persons who agree to be resources for the family commit to involvement in the safety planning and sign the voluntary safety plan.
(e) Family team meeting.A family team meeting (FTM) is a structured, facilitated meeting that includes parents, caregivers, relatives, child welfare specialists, tribal partners, service providers, and other culturally relevant supports to collaboratively create plans that effectively address the child's safety, permanency, and well-being.
(f) Formal supports to the family service agreement.Formal supports include programs and professional services such as culturally relevant, community-based service programs that assist the family incorporate new behaviors that support safety.Comprehensive Home Based Services (CHBS) and Parent Aide Services (PAS) are available through Oklahoma Children's Services (OCS), as described in OAC 340:75-1-151.
(g) Voluntary foster family care.
(1) Voluntary foster family care is available as a preventive and protective service to enhance family functioning without court intervention.
(2) Per Section 1-7-112 of Title 10A of the Oklahoma Statutes (10A O.S. § 1-7-112), OKDHS may accept any child into voluntary foster care placement when requested by the parent with legal custody of the child.The parent considering voluntary foster care is informed:
(A) that the parent may at any time request that OKDHS return the child to the parent;
(B) evidence gathered during the time the child is voluntarily placed in foster care may be used at a later time as the basis for a petition alleging the child is deprived or as the basis for a petition seeking termination of parental rights;
(C) of the timelines and procedures for voluntary foster care placement;
(D) a period of voluntary foster care placement pursuant to the provisions of 10A O.S. § 1-7-112, does not exceed 90 days, except as otherwise provided by OKDHS policy;
(E) voluntary foster care placement pursuant to the conditions and restrictions of 10A O.S. § 1-7-112 do not constitute abandonment, abuse, or neglect as defined in the Oklahoma Children's Code; and
(F) the parent may be assessed the full or partial cost of the voluntary foster care placement.
(3) Voluntary foster family care requires a written, agreement signed by the parent or legal guardian and OKDHS wherein authority is given to OKDHS to place the child in foster family care and provide for the child's needs.
(4) Foster family care by voluntary request is approved for an initial period of 30 days and may extend up to a maximum of 90 days when the extension results in family reunification without requiring court intervention.
(5) Court intervention is required when foster family care is not extended by OKDHS beyond 90 days and the parent or legal guardian does not accept the return of the child.Exceptions may be granted past 90 days; however, the Children and Family Services Division director must approve extensions beyond 120 days.
(h) Protective and preventive child care.Child care services may be provided to a family when a:
(1) child is at risk of removal from the home due to abuse or neglect; and
(2) family is in the process of reunification, per OAC 340:75-6-91.
(i) SoonerStart services.SoonerStart Early Intervention Program (SoonerStart) is a statewide, interagency, multidisciplinary system of services to families with children birth to 36 months with developmental delays.SoonerStart services may be provided to a child who is:
(1) the victim of substantiated abuse or neglect; or
(2) a party in an open FCS case.
INSTRUCTIONS TO STAFF 340:75-4-12.1
Revised 6-2-126-25-12
1.Safety planning.Refer to OAC 340:75-3-10.1 for safety processes and procedures.
2.Family Service Agreement.Form 04MP025E, Family Service Agreement, is completed, in conjunction with Form 04MP054E, Immediate Protective Action Plan/Voluntary Safety Plan, to document the parent or legal guardian's agreement to participate in family-centered services.
(1) Form 04MP025E, Family Service Agreement, is explained and offered to the parent or legal guardian when:
(A) the child is found unsafe;
(B) a safety plan is established with the family and documented on Form 04KI054E, Immediate Protective Action Plan/Voluntary Safety Plan; and
(C) court intervention is:
(i) not requested;
(ii) requested but the district attorney declines to file a deprived petition; or
(iii) not in progress.
(2) The Child Welfare (CW) specialist discusses service options with the family and explains that services are:
(A) voluntary, unless there is court action; and
(B) used to address the identified safety needs of the child and child's family.
3.Family Team Meeting (FTM).It is recommended that a FTM be held within seven business days after the:
(1) establishment of the immediate protective action plan or voluntary safety plan; and
(2) parent or legal guardian signs Form 04MP025E, Family Service Agreement, signifying acceptance of family-centered services.Signing Form 04MP025E indicates the person responsible for the child's (PRFC) willingness to:
(A) discuss the child's safety needs;
(B) determine the family's appropriate service needs;
(C) develop a visitation schedule for the child and child's family when an out-of-home safety plan is in effect; and
(D) identify the family's concrete needs that may be met through:
(i) referrals to community-based agencies that provide financial assistance; or
(ii) the use of Oklahoma Department of Human Services (OKDHS) contingency funds.
4.Community-based service procedures.Community-based services are referrals to community partners to address situations that do not cross the safety threshold.Paragraphs (1) and (2) of this Instruction provide examples of possible actions based on findings.
(1) Unsubstantiated – Services recommended.Referrals for service are made to community partners to address identified service needs.
(2) Substantiated – Services recommended finding.
(A) Referrals for service are made to community partners to address identified high risk situations or behaviors that do not cross the safety threshold and are not active safety threats.
(B) The CW specialist:
(i) determines within 60 calendar days whether the family has accessed services directly related to the child's safety per OAC 340:75-3-13(a); and
(ii) documents the determination in KIDS per OAC 340:75-3-13 Instructions to Staff (ITS) # 1.
(3) Referrals to community partners.Referrals to community partners may include:
(A) housing resources;
(B) food closets;
(C) basic parenting programs;
(D) parent aides;
(E) parent education;
(F) visiting nurse;
(G) educational resources;
(H) employment services;
(I) vocational counseling;
(J) training or rehabilitation services;
(K) other OKDHS services, such as Temporary Assistance for Needy Families (TANF); or
(L) referrals to Comprehensive Home-Based Services (CHBS) per OAC 340:75-1-151, ITS # 1(c).
5.Change in case type.The case type is changed to family-centered services (FCS) within seven business days of the:
(1) PRFC's acceptance of family-centered services as indicated by the PRFC's signature on Form 04MP025E, Family Service Agreement; and
(2) completion of Form 04MP054E, Immediate Protective Action Plan/Voluntary Safety Plan.
6.Family-centered services (FCS) procedures.
(1) A FCS case is appropriate when:
(A) there is a substantiated finding;
(B) the child is determined unsafe upon completion of Form 04KI030E, Assessment of Child Safety;
(C) a safety plan is in place;
(D) Form 04MP025E, Family Service Agreement, is signed by the appropriate persons;
(E) there is no court-involvement; and
(F) the case specifics do not meet the poor prognosis indicators for FCS.Poor prognosis indicators for successful completion of an FCS case include:
(i) three or more substantiated reports of child abuse or neglect of a serious nature, indicating a chronic pattern of abuse or severe neglect by the PRFC;
(ii) repeated removals of a child or children from the PRFC;
(iii) the PRFC has parental rights terminated;
(iv) the PRFC had a child in out-of-home care under court supervision for more than one year during the three-year period immediately prior to the current unsafe determination;
(v) the PRFC is or has been subject to the Oklahoma Sex Offender Registration Act or any similar act in another state at any time, or convicted of a sexual felony offense;
(vi) the PRFC has a history of extensive, abusive, and chronic use of drugs or alcohol and has resisted treatment for substance abuse during a three-year period immediately prior to the current unsafe determination;
(vii) the PRFC has been convicted of a felony offense of:
(I) physical assault, battery, or a drug related offense within the last five years;
(II) a crime against a child;
(III) domestic abuse; or
(IV) a crime involving violence including, but not limited to rape, sexual assault, or homicide;
(viii) the child experienced severe physical or sexual abuse in infancy or the abuse or neglect resulted in near-death and permanent damage to the child; or
(ix) the PRFC has successfully completed a previous FCS service plan and is referred again to FCS with the same child abuse or neglect allegations;.
(2) When poor prognosis indicators exist and the CW specialist and supervisor after careful evaluation, determine a referral to FCS is appropriate, the CW specialist and supervisor:
(A) consult the child welfare field liaison (CWFL) or county director for approval to proceed with the referral; and
(B) document the consultation and final determination in KIDS investigation Contacts screen.
(3) The CW specialist completes Form 04KI003E, Report to DA, and Form 04KI030E, Assessment of Child Safety, and indicates FCS services are recommended on the Assessment of Child Safety services screen in KIDS, within seven business days after the date:
(A) Form 04MP054E, Immediate Protective Action Plan/Voluntary Safety Plan, is completed; and
(B) Form 04MP025E, Family Service Agreement, is signed.
(4) Completed and signed Forms 04KI054E, Immediate Protective Action Plan/Voluntary Safety Plan, and 04MP025E, Family Service Agreement, are scanned into the KIDS file cabinet prior to approval of Form 04KI003E, Report to DA.
(5) Within seven business days after Form 04MP025E, Family Service Agreement, is signed, a KIDS Contact stating, "Family Accepted FCS" is entered documenting each PRFC's acceptance of FCS services.
7.Case management responsibilities for FCS cases.
(1) An FCS case is offered to the PRFC upon conclusion of an investigation, when:
(A) a child is determined to be unsafe;
(B) there is no court intervention; and
(C) the family does not meet one of the poor prognosis indicators; or
(D) the family was granted a poor prognosis exception.
(2) When the PRFC accepts FCS, CW has responsibility for child safety, case management, and service provision as outlined in OAC 340:75-4-13, regardless of whether the family is referred for CHBS.CW maintains an open FCS case until the:
(A) the child is determined safe after a subsequent or updated Form 04KI030E, Assessment of Child Safety, is completed;
(B) the conclusion of substance abuse treatment services for a family member participating in an FCS case who has been referred for those services through a TANF contract in a CW only case and the family is not eligible for TANF; or
(C) the court case is dismissed when the court orders FCS in lieu of adjudication of a deprived petition or delays adjudication until the FCS service plan is completed.When a CHBS referral is made during this time, the focus of service requested in KIDS is reunification to signify the court's involvement.
8.Voluntary foster family care procedures.
(1) A child may be placed in foster family care at the request of the child's parent or legal guardian when an emergency temporarily disrupts the parent or legal guardian's ability to safely provide for the child.
(A) A child whose needs exceed traditional foster family care is not eligible for voluntary foster family care, per OAC 340:75-8-1.
(B) Relatives or other resources available to the family are fully explored and ruled out as a possible placement option before considering approval of voluntary foster family care.
(C) An open CW case is required for voluntary foster family care.
(2) When a child is placed in voluntary foster family care, the CW specialist opens a case with the case type of Voluntary Foster Care.Claims for foster care maintenance payments are processed through KIDS.
(3) Prior to the child's placement, the CW specialist prepares Form 04FC007E, Authorization from Parent or Guardian for Voluntary Foster Family Home Placement and Medical Care of Child, that is signed by the parent or legal guardian.
(A) The CW specialist explores, and documents on Form 04FC007E, the parent or legal guardian's ability to financially contribute to the child's care.
(B) The CW specialist does not complete a case plan when voluntary foster family care is a short-term service with no anticipation of court intervention, such as when a parent must receive medical treatment and there is no other caregiver for the child in the parent's absence.
(4) Child Welfare:
(A) selects a suitable foster family home and places the child;
(B) supervises the placement;
(C) provides appropriate services to the child and foster family; and
(D) coordinates visitation and other services that involve the child, parent, or relative, as applicable.
(5) When permitted, voluntary foster family care is approved for an initial period of 30 calendar days and may be extended up to a maximum of 90 calendar days when the extension may result in family reunification without court intervention.
(6) When an extension of voluntary foster family care is required, the CW specialist sends a written request to the CWFL stating the reason for the extension and projected date of the child's return to his or her own home or other placement.The CWFL provides a written response approving or denying the request.
(7) Upon return of the child to the parent or legal guardian, page 2 of Form 04FC007E, Authorization from Parent or Guardian for Voluntary Foster Home Placement and Medical Care of Child, is signed by the parent or legal guardian.
(A) The CW specialist provides the parent or legal guardian with a record of medical care, immunizations received, and any other vital information obtained about the child during foster family care placement.
(B) An adequate clothing supply, including the clothing taken into foster family care, and any items of importance to the child, accompanies the child upon return to his or her own home or other placement.
(C) The CW specialist informs the PRFC of available services.
(8) When a referral is received from Field Operations Division (FOD), Family Support Services Division (FSSD), requesting voluntary foster family care for a child residing in the home of a parent or relative, the referral is reviewed by the CW specialist with the parent or legal guardian to determine if the referral is appropriate.The assigned CW specialist is responsible for all voluntary foster care services.
(9) When voluntary foster family care is requested for a child 17 years of age or younger who is in tribal custody, refer to OAC 340:75-19-29.
(10) The CW specialist completes Form 04KI003E, Report to DA, and requests a deprived petition when:
(A) foster family care extends beyond 90 calendar days;
(B) the emergency situation resulting in the voluntary placement is unresolved; and
(C) there is no alternative resource for the child.
9.Contingency funds.The CW specialist may access contingency funds to assist with service needs per OAC 340:75-1-28.
10.Child care services.Protective and preventive child care services may be provided to a family when:
(1) a child is at risk for removal from the home due to abuse and neglect; or
(2) the family is in the process of reunification, per OAC 340:75-6-91.
11.SoonerStart services.When a child younger than three years of age is a victim of substantiated child abuse or neglect or is a party in a FCS case, a referral to the SoonerStart Early Intervention program is made, per OAC 340:100-3-15, using:
(1) Form 04MP052E, Child Welfare SoonerStart Referral for Child NOT in OKDHS Custody; or
(2) Form 04MP053E, Child Welfare SoonerStart Referral for Child in OKDHS Custody.
12.Transporting families who receive voluntary FCS.Initially, the CW specialist may assist with the transportation needs of the family receiving voluntary FCS.The CW specialist explores with the family other means of transportation that allow for independence once services are completed.The PRFC must be in the vehicle when CW transports a child who is not in OKDHS custody.
13.Transfer of FCS case responsibility.
(1) The purpose of a case transfer meeting is to transfer responsibility between CW specialists to:
(A) ensure continuity of monitoring and management of the safety plan; and
(B) maintain coordination of intervention activities with the family.
(2) The CW specialist assigned to the investigation conducts a transfer meeting within ten business days after Form 04MP025E, Family Service Agreement, is signed when the case will transfer to another CW specialist.
(3) When case responsibility transfers during the ongoing FCS case, the CW specialist assigned at the time the determination is made to transfer the case to another CW specialist or to another county schedules and conducts a transfer meeting within five business days of the transfer determination.
(4) The transfer meeting discussion includes, but is not limited to:
(A) the reason for CW involvement including review of Form 04KI030E, Assessment of Child Safety;
(B) review of Form 04MP025E, Family Service Agreement, including the:
(i) identified safety threats;
(ii) the specific behaviors and conditions that need change;
(iii) the desired results; and
(iv) intervention or service recommendations designed to increase parental protective capacities; and
(C) discussion of any trauma history within the family;
(D) the voluntary safety plan components and responsibilities; and
(E) how the safety threats will be controlled.
(5) Documentation of the case transfer meeting is entered by the child welfare specialist requesting transfer as a contact in the FCS case with a purpose of "case transfer" within five business days after the transfer meeting.
14.Case location and responsibility.
(1) Primary case location.When there is more than one CW specialist assigned to the FCS case, the primary case is maintained in the county where the CW investigation is completed.
(A) An exception to the primary case location occurs when all participating members of the FCS case have relocated to a different county in Oklahoma and the primary assignment transfers to the county where the parent resides.
(B) When the PRFC cannot be located after relocation and is therefore failing to cooperate, refer to OAC 340:75-4-14(6) ITS # 26.
(2) Primary and secondary case responsibility.
(A) The designation of a primary and secondary CW specialist does not reflect the amount of case responsibility.Each CW specialist assigned to the case, whether primary or secondary, has equal responsibility to:
(i) ensure the safety, well-being, and permanency of the child; and
(ii) work together in a professional manner to meet the service needs of the child and the child's family including, but not limited to attending family team meetings and participating in case planning.
(B) When assigned CW specialists disagree regarding the case plan or course of action, the CW supervisors consult and contact the CWFL(s) and county director(s) when the disagreement is not resolved, to:
(i) review the matter and reach a consensus; or
(ii) consult with Children and Family Services Division (CFSD) Family Centered Services Section for direction.
(C) The CW specialist providing services to the parent is the:
(i) principal case coordinator;
(ii) principal case decision-maker; and
(iii) CW specialist responsible for:
(I) gathering information regarding the parent's circumstances; and
(II) documenting progress of the case in KIDS.
15.Family Functional Assessment (FFA).
(1) Form 04KI028E, Family Functional Assessment, is completed no later than 30 calendar days after the signature date on Form 04MP025E, Family Service Agreement, signifying the PRFC's acceptance of FCS.Form 04KI028E, is not completed when:
(A) the FCS case is closed within 30 calendar days after Form 04MP025E is signed; or
(B) the PRFC is referred to, and accepts Comprehensive Home Based Services (CHBS) within 15 calendar days of signing Form 04MP025E.In accordance with OAC 340:75-1-151, the CHBS Family Inventory of Needs Assessment (FIND) is completed by the CHBS case manager in place of Form 04KI028E, Family Functional Assessment.The CW specialist reviews the information gathered by the CHBS case manager and documents the review by entering a contact into KIDS with the purpose of "Other."
(2) The FFA process includes:
(A) meeting with all family members when possible and other persons invited by the family to participate, discuss, and complete Form 04KI028E;
(B) when case circumstances and safety permit, bringing the child who is in a voluntary out-of-home safety plan to the child's home to participate in the FFA process;
(C) an opportunity to observe parent-child interaction; and
(D) participation by all children 12 years of age and older.
16.(a) Individualized service plan (ISP).Form 04KI012E, Individualized Service Plan (ISP), is completed no later than 45 calendar days after the PRFC agrees to accept FCS and signs Form 04MP025E, Family Service Agreement.Form 04KI012E, is not completed when:
(1) the FCS case is closed within 30 calendar days of the PRFC signing Form 04MP025E, Family Service Agreement; or
(2) the PRFC is referred to and accepts Comprehensive Home Based Services (CHBS) within 15 calendar days of signing Form 04MP025E.In accordance with OAC 340:75-1-151:
(A) the CHBS Family Intervention Plan (FIP) is completed by the CHBS case manager in place of Form 04KI012E, Individualized Service Plan (ISP);
(B) the CW specialist is present when the CHBS case manager creates the FIP with the family; and
(C) the CW specialist documents his or her participation in the FIP meeting by entering a KIDS Contact with the purpose of "other."
(b) ISP planning process.Forms 04MP025E, Family Service Agreement, 04KI030E, Assessment of Child Safety, and 04KI028E, Family Functional Assessment, are used to develop the ISP.The ISP determines the interventions needed to correct the conditions that resulted in CW involvement.Children 12 years of age or older participate in the planning process.
(1) The ISP planning process describes:
(A) a course of action to be taken by the CW specialist and family to achieve the planned changes;
(B) services associated with specific outcomes available to the child and PRFC;
(C) the behaviors and conditions that require change;
(D) specific measures to facilitate family change;
(E) the time requirements for the family, CW specialist, and other providers to complete the action steps;
(F) the alternative plan in the event protective capacities are not enhanced to ameliorate safety threats;
(G) the expected length of time services are needed in the case; and
(H) a crisis management plan to address contingencies such as relapse, regression, domestic violence, home, environmental, or other emergent conditions.
(2) The CW supervisor reviews Form 04KI012E, Individualized Service Plan (ISP), with the CW specialist to ensure the safety threats identified in Form 04KI030E, Assessment of Child Safety, are addressed.
(3) The CW specialist:
(A) makes service referrals based on the needs identified on Form 04KI012E;
(B) facilitates initiation of services with providers;
(C) using Form 04KI012E as a guide to establish service utilization, discusses with the service provider and family:
(i) agreed-upon objectives related to child safety and well-being;
(ii) anticipated length of services; and
(iii) outcome measures;
(D) considers the work and school responsibilities of family members when services are scheduled;
(E) maintains frequent, regular contact with the child, family, and any voluntary safety plan caregiver;
(F) contacts collaterals and service providers a minimum of once per month and documents each contact into KIDS as a contact; and
(G) documents each contact or visitation in the appropriate KIDS screen.
17.Child well-being measures.Child well-being pertains to the child's educational, physical, and mental health needs.The CW specialist addresses these needs with the PRFC and assists the PRFC with identifying and accessing appropriate services to meet the child's identified needs.Child well-being needs are included in service planning and documented in KIDS no later than 60 calendar days after the PRFC signs Form 04MP025E, Family Service Agreement.The procedures in paragraphs (1) through (3) of this Instruction are followed to address the child's well-being.
(1) Educational needs.
(A) When the child is school-age, the CW specialist determines whether the child is currently enrolled in school or participating in an alternative educational program.
(B) When the child has school-performance related needs, appropriate efforts are made to assess or address the needs and the efforts are documented in the ongoing FCS case within 60 calendar days after the PRFC signs Form 04MP025E, Family Service Agreement.
(C) The CW specialist, with assistance from the PRFC, obtains the child's educational records, including documentation of:
(i) present grade placement;
(ii) grade-level performance;
(iii) last school attended;
(iv) special strengths and weaknesses; and
(v) relevant education information, determined appropriate by the CW specialist.
(D) When the child is in a voluntary out-of-home safety plan, the CW specialist:
(i) provides the safety plan caregiver copies of the child's educational records; and
(ii) documents whether the child's school enrollment was affected during the last 12 months;.
(2) Physical health needs.
(A)Health screening or exam.The CW specialist:
(i) with the assistance of the PRFC determines whether the child has received a health screening or physical examination within the last 12 months;
(ii) with the assistance of the PRFC makes efforts to obtain a screening or examination within 60 calendar days after the PRFC signs Form 04MP025E, Family Service Agreement, when the child has not had a health screening or physical examination in the last 12 months.Early and Periodic Screening, Diagnosis, and Treatment (EPSDT) may be used, per OAC 340:75-9-2, 340:75-9-5, and 340:75-13-62;
(iii) assists the PRFC with identifying and accessing appropriate treatment; and
(iv) documents the efforts in the ongoing FCS case within 60 calendar days after the PRFC signs Form 04MP025E.
(B) Dental exam.The CW specialist:
(i) with the assistance of the PRFC determines whether the child, three years of age and older, has received a dental examination within the last 12 months;
(ii) when the child has not had a dental examination in the last 12 months, with the assistance of the PRFC, makes efforts to obtain an assessment of dental needs within 60 calendar days after the PRFC signs Form 04MP025E, Family Service Agreement.Children younger than three years of age receive dental services as needed;
(iii) assists the PRFC with identifying and accessing appropriate assessment; and
(iv) documents the efforts in the ongoing FCS case within 60 calendar days after the PRFC signs Form 04MP025E.
(C) Pursuing treatment for health and dental needs.The CW specialist, with the assistance of the PRFC:
(i) pursues treatment for identified health and dental needs;
(ii) assists the PRFC with identifying and accessing appropriate treatment; and
(iii) documents the efforts in the ongoing FCS case within 60 calendar days after the PRFC signs Form 04MP025E.
(D) Immunizations.The CW specialist, with the assistance of the PRFC:
(i) makes efforts to obtain needed immunizations for the child within 60 calendar days after the PRFC signs Form 04MP025E;
(ii) assists the PRFC with identifying and accessing needed immunizations; and
(iii) documents the efforts to ensure the child's immunizations are current in the ongoing FCS case within 60 calendar days after the PRFC signs Form 04MP025E.
(E) Providing health information to safety plan caregiver.When the child is in a voluntary out-of-home safety plan, the CW specialist provides the child's health information to the safety plan caregiver within 30 calendar days of the voluntary out-of-home safety plan or to subsequent safety plan caregivers within 15 calendar days.Health information includes a listing or description of the child's:
(i) health provider's name and address;
(ii) immunization record;
(iii) known medical problems;
(iv) medications;
(v) psycho-social information;
(vi) third-party insurance coverage availability; and
(vii) other relevant health information as determined appropriate by OKDHS.
(3) Behavioral health needs.
(A) Pursuing mental health assessment or treatment.The CW specialist:
(i)(A) with the assistance of the PRFC, makes efforts to obtain an assessment or treatment within 90 calendar days after the PRFC signs Form 04MP025E, Family Service Agreement, when there are indications the child has behavioral health or developmental needs. This may be an EPSDT examination;
(ii)(B) assists the PRFC with identifying and accessing appropriate assessment or treatment, including trauma assessment, when necessary; and
(iii)(C) documents efforts to obtain an assessment or treatment for the child in the ongoing FCS case within 90 calendar days after the PRFC signs Form 04MP025E.
18.Referral for medical eligibility determination.The CW specialist discusses the child's medical needs and determines whether the family has medical coverage for the child in the home who is not in OKDHS custody.When the family does not have medical coverage for the child, the PRFC is referred to SoonerCare Health Benefits, per OAC 317:35-6.
19.Abuse or neglect in an active FCS case.
(1) The CW specialist contacts the OKDHS Abuse and Neglect Hotline for completion of Form O4KI001E, Referral Information Report, when a child who is a participant in an FCS case is reported or observed by the CW specialist to have any:
(A) any evidence of abuse or neglect; or
(B) any unexplained or implausible injury including alleged accidental injury to the face, head, neck, stomach, genitals, or ears of a child five years of age and younger.
(2) When a new incident of abuse or neglect occurs, Form 04KI003E, Report to District Attorney, is completed and submitted to the district attorney.
20.Family-centered services monthly case conference. A case conference between the CW specialist and supervisor is conducted a minimum of once every 30 calendar days and documented in the KIDS system as a contact with type as Case Consultation.During the monthly conference the CW specialist and supervisor review:
(1) relevant case documentation;
(2) Form 04KI030E, Assessment of Child Safety;
(3) Form 04MP025E, Family Service Agreement;
(4) Form 04KI028E, Family Functional Assessment, or FIND in cases where CHBS is involved; and
(5) Form 04KI012E, Individualized Service Plan (ISP), or FIP in cases where CHBS is involved to determine whether:
(A) safety threats are controlled and managed;
(B) recommended services and interventions are achieving the desired behavioral changes; and
(C) the frequency of CW visits to the family increases, decreases, or remains unchanged.
21.Quarterly FTM formal reviews.A FTM is held every 90 calendar days after the date the PRFC signs Form 04MP025E, Family Service Agreement, and may take the place of the monthly case conference.
(1) A quarterly FTM is a formal discussion regarding case progress and may include the:
(A) parent or legal guardian;
(B) child, when age-appropriate;
(C) service providers, including SoonerStart and Developmental Disabilities Services Division (DDSD), when applicable;
(D) safety plan monitors;
(E) voluntary out-of-home safety plan caregiver;
(F) CW specialist and supervisor or designee;
(G) Indian Child Welfare tribal representatives; and
(H) any other appropriate person.
(2) Forms 04KI030E, Assessment of Child Safety, 04KI028E, Family Functional Assessment, or FIND in cases where CHBS is involved, 04KI012E, Individualized Service Plan, or FIP in cases where CHBS is involved assist with determining the PRFC's progress and case plan goal. Before each FTM formal review, the CW specialist updates:
(A) Form 04KI030E, Assessment of Child Safety, to determine if safety threats continue to exist; and
(B) Form 04KI028E, Family Functional Assessment, when there have been significant changes in the family's circumstances during the previous 90 calendar days.
(3) During the FTM, the CW specialist discusses and documents:
(A) the parent's progress on the ISP;
(B) remaining safety threats;
(C) behavioral changes demonstrated by the PRFC;
(D) barriers to successful completion of the ISP and proposed solutions;
(E) action steps identified during the meeting, the name of the person responsible for completing each step, and the amount of time assigned to each step for completion; and
(F) the visitation plan developed for the child involved in a voluntary out-of-home safety plan using Form 04MP047E, Visitation Plan, and measures that will be taken to ensure purposeful visits occur between the child, sibling, and PRFC.The visitation plan is updated as progress is made and the PRFC's protective capacities increase.
(4) During the six-month FTM formal review, a verbal notice is provided to the PRFC that a deprived petition will be recommended nine months after the PRFC signed Form 04MP025E, Family Service Agreement, when the parent has not demonstrated the desired behavioral changes that alleviate the safety threats.
22.FCS case extension beyond nine months.When the CW specialist and supervisor determine an additional 90 calendar days of FCS services will likely lead to the behavioral changes needed by the PRFC, a request for an extension of the FCS case beyond nine months is submitted in writing to the CWFL.
(1) The CWFL approves or denies the request in writing.
(2) The CW specialist documents the request and approval or denial of the extension no later than 15 calendar days after the nine month period.
23.ISP updates.As the work with the family progresses, changes to the ISP may be necessary.It is important to highlight the PRFC's accomplishments, particularly when other risk factors become known.The CW specialist updates the ISP as the child and family needs are discovered or change.
24.Contact requirements regarding child and PRFC.
(1) During the first 60 calendar days of the family-centered services case, the CW specialist evaluates the child's safety in the home by making face-to-face contact with the child and PRFC together one or more times per week, as determined by the CW supervisor.
(2) After the initial 60 calendar days, the CW specialist continues a minimum of once every other week face-to-face contact with the child and PRFC together, unless after supervisory conference a need is determined for more frequent visits.
(3) The CW supervisor approves and documents any decrease in the number of visits.
(4) Contact requirements are documented in the ongoing FCS case in KIDS contacts with a purpose of "Case Staffing."
(5) When the child is in a voluntary out-of-home safety plan during the FCS case, the CW specialist:
(A) has face-to-face contact with the child in the safety plan caregiver's home within the first two weeks the child resides in the home; and
(B) a minimum of once every calendar month thereafter with no more than 31 calendar days between contacts.
(i) The contact with the child in the safety plan caregiver's home is in addition to the weekly or every other week contact the CW specialist has with the child and PRFC together.
(ii) More frequent contacts are made with the child during times of change and stress.
(6) The CW specialist completes the age-appropriate contact guide during the initial home visit and once per month thereafter for each child in the home or in a voluntary out-of-home safety plan and documents the contacts in KIDS. Guides used for gathering and documenting information during the visits are:
(A) Form 04MP007E, Face-to-Face Contact Guide;
(B) Form 04MP004E, Contact Guide Addendum for Face-to-Face Visit with Newborn(s) and Infants(s) – Age 0 to 12 Months;
(C) Form 04MP006E, Contact Guide Addendum for Face-to-Face Visit with Toddler(s) - Age 13 through 36 months; and
(D) Form 04MP008E, Contact Addendum for Face-to-Face Visit with Youth - Age 16 to 18.
(7) The purpose of CW specialist contacts with child, PRFC, and safety plancaregivers includes, but is not limited to:
(A) ensuring the PRFC understands the individualized service plan and the consequences of failure to correct the conditions requiring intervention;
(B) assessing the PRFC's ability to provide a safe environment for the child;
(C) evaluating the home situation and progress on the individualized service plan;
(D) encouraging and guiding the PRFC in the completion of the individualized service plan;
(E) evaluating the child's safety and needs in the home or in the safety plan caregiver’s home;
(F) evaluating whether the PRFC is developing and maintaining a healthy parent-child relationship; and
(G) advising the PRFC of his or her rights, roles, responsibilities, and the status of the case.
25.Contact with service providers.The CW specialist maintains no less than monthly contact with the service provider by phone, in person, or by correspondence and documents the contacts in the KIDS system.
(1) The CW specialist notifies the service provider of changes in the family's circumstances; and
(2) provides the service provider with a copy of Forms:
(A) 04KI012E, Individualized Service Plan (ISP);
(B) 04KI028E, Family Functional Assessment;
(C) 04KI030E, Assessment of Child Safety;
(D) 04KI054E, Immediate Protective Action Plan/Voluntary Safety Plan; and
(E) 04MP025E, Family Service Agreement.
26.PRFC's refusal to cooperate or respond during FCS case. Families must be meaningfully engaged in the treatment process for the duration of the FCS case.
(1) When the PRFC is not available or persistently requests postponement or rescheduling of appointments, the CW specialist:
(A) makes diligent efforts to encourage the PRFC to participate and complete services;
(B) documents the efforts in the FCS case; and
(C) discusses the case with the CW supervisor to:
(i) review updated Form 04KI030E, Assessment of Child Safety;
(ii) review the most recent 04KI012E, Individualized Service Plan, or FIP in cases where CHBS is involved;
(iii) review the most recent Form 04KI028E, Family Functional Assessment, or FIND in cases where CHBS is involved;
(iv) review previous assessments of child safety;
(v) evaluate the adequacy of the PRFC's protective capacities without services; and
(vi) determine if court intervention is necessary.
(2) When the PRFC refuses to cooperate with services after three contact attempts or requests case closure, Form 04KI001E, Referral Information, is not completed, but the CW specialist completes an updated or new Form 04KI030E, Assessment of Child Safety.
(A) When the updated or new assessment of child safety indicates the child is safe, the CW specialist:
(i) documents the determination in the FCS case;
(ii) scans Form 04KI030E, Assessment of Child Safety, into the KIDS file cabinet; and
(iii) with the approval of the CW supervisor, closes the FCS case.
(B) When the updated or new Form 04KI030E, Assessment of Child Safety, indicates the child is unsafe, an addendum to the original Report to DA is completed.
(i) When the investigation has been closed for less than 30 calendar days the CW:
(I) the CW Child Protective Services (CPS) supervisor may re-open the closed investigation making the addendum tab available; and
(II) the CW specialist who completed the original investigation and recommended the FCS case, completes the Report to DA addendum.
(ii) When the investigation has been closed for more than 30 calendar days, but less than six months the:
(I) CWFL may re-open the closed investigation making the addendum tab available; and
(II) county determines which CW specialist completes the Report to DA addendum.
(iii) When the investigation has been closed for more than six months the:
(I) the Children and Family Services Division (CFSD) CPS programs manager may re-open the investigation making the addendum tab available; and
(II) the county determines which CW specialist completes the Report to DA addendum.
27.Report to DA addendum requirements.
(1) The Report to DA addendum includes in summary form:
(A) a description of the efforts made to maintain the child in his or her own home;
(B) the PRFC's response and participation in correcting conditions that led to the unsafe determination;
(C) behaviors and conditions that continue to pose a safety threat; and
(D) the OKDHS recommendation for a deprived petition.
(2) The findings of the original Report to DA are not updated or changed and court intervention is requested via the Report to DA addendum.
(3) Documents provided to the DA for consideration of filing a deprived petition include the:
(A) Report to DA addendum;
(B) original Form 04KI003E, Report to DA; and
(B) updated or new Form 04KI030E, Assessment of Child Safety.
28.Closure of voluntary FCS case.The family, CW specialist, and CW supervisor are involved in the determination that the child's health, safety, and welfare is ensured and the FCS case can be closed.The CW specialist discusses and reviews all critical elements of the CW intervention with the family and empowers the family to express opinions, feelings, and constructive feedback to CW.A family team meeting may be offered to the family prior to closure. The primary criterion for closing a FCS case is the determination that:
(1) the behaviors or conditions that resulted in threats to child safety have changed;
(2) caregiver protective capacities have increased and are sufficient; and
(3) there are no longer threats to child safety.
(A) When the PRFC demonstrates behavioral changes and increased protective capacities the CW specialist:
(i) determines, with input from the family and other service providers, whether the family is ready for decreased frequency of contacts; and
(ii) obtains the CW supervisor's approval prior to decreasing contacts.
(B) Before initiating steps to close the FCS case, the CW specialist:
(i) discusses the FCS case with the CW supervisor; and
(ii) completes an updated or new Form 04KI030E, Assessment of Child Safety.
29.Preparing the family for case closure.Concluding the working relationship between the CW specialist and family before the FCS case closure is essential.The CW specialist:
(A) separates from the family while continuing to provide support and encouragement;
(B) increases emphasis of the family initiating self-help efforts and developing an informal support system; and
(C) gradually decreases family contacts while family self-help efforts are increased and progress is made on the development of the family's informal support system.
30.Developing an FCS after-care plan.When the assessment of child safety indicates the child is safe and the PRFC's protective capacities are sufficient for continued safety, the CW specialist develops an aftercare plan during a FTM or case closure discussion meeting that identifies:
(1) informal supports that can assist the family when CW is no longer involved and the FCS case is closed, such as extended family, friends, and neighbors that may help the family identify ways to prevent the recurrence of behaviors or actions that precipitated CW involvement; or
(2) formal supports that may continue when requested by the PRFC such as CHBS, parent aide, child care services, medical services, TANF, or other community resources.
(3)(A) The aftercare plan is documented in the final version of Form 04KI030E, Assessment of Child Safety.
(4)(B) The after-care plan is developed by the CW specialist and the family. The CW specialist:
(A)(i) determines whether the family requires further services or assistance at the time of case closure and provides referrals for necessary community services;
(B)(ii) advises the family of signs that might indicate a need for services in the future;
(C)(iii) provides the family with information about whom to contact for help;
(D)(iv) submits the family's aftercare plan to the CW supervisor for review and approval;
(E)(v) formalizes the case closing with the family when the written documentation for case closure and the aftercare plan is approved;
(F)(vi) discusses the aftercare plan with the family;
(G)(vii) addresses any ongoing concerns the family may have;
(H)(viii) encourages the family to contact OKDHS if future help is needed;
(I)(ix) provides notice of planned closure date and a copy of the final Form 04KI030E, Assessment of Child Safety, to the Oklahoma Children's Services (OCS) liaison to resume oversight of services, when OCS, CHBS, or parent aide services are to continue after closure of the case; and
(J)(x) closes the case record by completing and submitting all appropriate documentation in KIDS to the CW supervisor for final approval.
